About us
We are the largest home grown residential care provider in Buckinghamshire & Berkshire for adults with learning disabilities and associated needs.
* Title: PA / Office Administrator
* Location: Head Office, Chalfont St Peter
* Salary: £30,000.00 to £31,000.00 pro rota
* Hours: 40 hours per week (Mon to Fri 9am – 5pm)
* Term: Permanent, Full-Time
* Reports to: Operations Director
Purpose of Position
* Dynamic and highly organised individual; you will report directly to the Directors.
* Will be charming and confident when dealing with all levels of individuals as well as proactively managing all aspects of the Directors schedule.
* A ‘can do’ attitude, and good cultural fit is critical.
* Focused on special projects that develop REACH’s culture and growth.
* To ensure that Head Office administration is operating smoothly, as well as being efficient and timely.
* To work closely with other Head Office colleagues to ensure the office runs smoothly.
Key Competencies
* Ability to manage and prioritise internal and external demands on the Directors’ time.
* Excellent organisational skills with the ability to multi-task and prioritise.
* Outstanding interpersonal skills (face to face and on the telephone).
* Accuracy and attention to detail, particularly in the management of the Directors’ diary and emails.
* Able to be diplomatic and discrete at all times.
* Proficient at MS Office.
Duties and responsibilities
PA
* To proactively manage all aspects of the Directors’ schedule to ensure they are making the best use of their time, including and not limited to the following:
* Extensive diary management.
* Ensure the Directors’ are fully prepared for all meetings with all necessary documentation and information.
* Travel booking.
* Preparing board meetings, taking minutes and chasing actions.
* To represent the Directors’ to third parties internally and externally.
* Booking meetings.
* Dealing with client queries.
* Coordinating with head office team members and looking after visitors.
* To manage all the Directors’ administration including filing, photocopying, and expenses.
* Proactively research new business opportunities, including new properties.
* Provide a confidential secretarial service to the Directors, word processing and administrative skills as appropriate; typing various documents, including minutes from meetings.
* Co‑ordinate, prepare agendas and papers for meetings in order that these are carried out in an efficient manner.
* Provide secretarial support and arrange/coordinate provider meetings for the Operations Director.
* Arrange appointments and monitor on global diary. Organising meetings and Business/Personal travel as required.
* Provide secretarial support for the Operations Manager and Care Services Manager and Personnel Manager.
Office Administrator
* Ensuring visitors are greeted and welcomed warmly.
* Managing and booking meeting rooms.
* Assisting with setting up individual workstations.
* Ensuring all provisions are in place for meetings.
* Booking all couriers and transport if and when required.
* Ordering and ensuring ready availability of all stationery and report on quarterly expenditure.
* Ensuring all security procedures are adhered to.
* Organising company events i.e. – REACH Day, Residents Christmas Party, Staff Christmas Party etc.
* Working with the IT support team and monitor ongoing issues.
* Maintain records of all contracts and update as necessary.
* Maintain records of fleet car contracts.
* Manage day-to-day communications in order that priorities are dealt with, and office administrations runs smoothly.
* Process filing and document retrieval as required, maintaining efficient systems, strict security and confidentiality on items being handled.
* Co‑ordinate payment of invoices for Agency workers, confirming agency usage with Home Managers.
* Check payment of utility bills for all sites.
* Take initiative in channelling and processing telephone calls, taking messages where appropriate and ensure messages are communicated.
* Open, sort, record and distribute incoming mail.
* Record all ingoing/outgoing post and ensure they are sent.
* Sort, allocate and progress day-to-day correspondence and papers in order that these are actioned quickly and effectively; personally action delegated items.
* Answer company telephone, transfers calls and take messages.
* Update and review the Information Asset Register (IAR).
* Carry out regular Data Audits and spot checks within the office environment.
Health & Safety Checks
* Monthly visual check of fire extinguishers and report defects to the contractor.
* Act as Office Fire Warden in the event of a fire or drill evacuation.
* Qualified First Aider.
* Monthly checks of the contents of the fridge and discard any out of date or unwrapped food.
* Monitor first aid box and its contents on a monthly basis.
Other Duties
* To attend any Team and other internal and external meetings as requested.
* To attend relevant training and personal development opportunities in order to fulfil the requirements of the post.
* To adhere to all R.E.A.C.H policies and procedures and assist the organisation in developing, implementing and monitoring them, including Equal Opportunities and Health & Safety policies.
* To carry out any other duties relevant to the post as directed by the Personnel Manager or Directors.
PERSON SPECIFICATION
Experience / Skills
Essential
* Experience of secretarial and administration work.
* Excellent communication skills; both verbal and written.
* Demonstrable organisational and IT skills to include Microsoft Words, Outlook and Excel.
* The ability to be flexible and prioritise workloads as required.
Desirable
* Experience of people with Learning Disabilities is desirable, but not essential, although an empathy with the aims of R.E.A.C.H is essential.
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